Analyst Hour March 22 2022 Todays Agenda Introductions amp Agenda 12 ONE Process Reminders 3 Income from date 46 REMOVED RAC vs Renewals 79 ERDC Policy Reminders amp Updates 10 ID: 1043048
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1. Coffee Chat with Child CareAnalyst HourMarch 22, 2022
2. Today’s AgendaIntroductions & Agenda (1-2)ONE Process Reminders (3)Income from date (4-6) *REMOVED*RAC vs. Renewals (7-9)ERDC Policy Reminders & Updates (10)Immunizations and COVID vaccinations (11-16)Denying ERDC requires an interview (17-21)ERDC Program Poster (22)Child Care Provider Guide Update (23)QRG & ETOP Reminders (24)Questions (25)Contacts (26)
3. ONE Process RemindersChild Care
4. ERDC income from date**IMPORTANT UPDATE**The original slides (4,5 & 6) referring to the ERDC income from date in ONE have been removed. Policy was made aware that the guidance originally shared will be changing due to a ONE build defect.
5. ERDC income from date (cont.)**IMPORTANT UPDATE**Policy will share more on this topic at an upcoming Coffee Chat after the ONE defect is resolved. Apologies for any confusion and thank you for understanding as we navigate the workings of ONE!
6. Report a Change vs. Renewal (cont.)
7. Report a Change vs. RenewalERDC is Due for Renewal and Oregonian is Reporting Permanent or Temporary Loss of Employment: When an Oregonian reports they are no longer working and ERDC is due for a renewal is it important to complete the update using Report a Change and NOT Renew. This will allow ONE rules engines to review for Authorized Work Search (AWS), or Authorized Medical Leave (AML) If Renew is selected, the application will be denied for ‘not meeting program employment requirements’ and not review for AWS/AML correctly.
8. Report a Change vs. Renewal (cont.)Customers case is due for renewal on 02/28/2022 and calls the VEC on 02/15/2022. Client wants to report a job loss. Worker reviews case and sees the customer is due for renewal and clicks the blue RENEWAL button. The case is now locked into the RENEWAL flow and cannot evaluate for AWS/AML. Workers would need to authorize the Renewal, then do Restore to pick up prior cert period, then do Report A Change so the system will evaluate for AWS/AML.
9. Policy RemindersChild Care
10. ERDC Immunizations and COVID-19 vaccinations• The intent of the immunization requirement is to protect the health and safety of children and ensures that children in child care situations paid through ODHS are immunized or have started the immunizations series according to a schedule approved by the Oregon Health Authority (OHA). Reminder: The state requirement allows for exemptions due to a medical condition or a nonmedical reason.
11. ERDC Immunizations and COVID-19 vaccinations (cont.)The ERDC program does not require COVID-19 vaccinations to be eligible for child care benefits. ERDC follows OHA’s immunization guidance that does not include COVID-19 vaccinations. More information on OHA vaccinations can be located at:
12. ERDC immunizations and COVID-19 vaccinations (cont.)You can help support families by addressing immunization status during their intake. If a family reports that they are not up to date on immunizations ask if they have started a series, have an exemption or if they understood that the requirement does not include COVID-19 vaccinations. Reminder: We do not need physical proof of the immunizations. Take the Oregonian’s statement, unless it is questionable.
13. ERDC Immunizations and COVID-19 vaccinations (cont.) If the caretaker marks on the application that the immunizations are not up to date, ODHS Child Care Policy allows the caretaker 45 days in a pend status to show they are moving forward in the immunization process. The caretaker will need to do the following: Show they have applied/obtained medical coverage (if they do not have medical coverage for their child(ren), or Show proof the immunization series has started, or Submit a completed copy of their medical or nonmedical exemption form with documentation from a health care practitioner or the vaccine educational module approved by the Oregon Health Authority.
14. ERDC Immunizations and COVID-19 vaccinations (cont.) Example 1: Audrey reports her child is not up to date on the immunizations. In the interview, she states they will take their child to receive the needed immunization. The case is pended for proof that the series of immunizations has started. Proof can be a copy or written statement of upcoming doctor’s appointment or immunization record. Example 2: In the interview with Arya, it is unclear whether the immunizations are up to date. Since it is unclear that the immunizations are up to date, the ODHS worker can pend the case to show proof that the immunization series has started by marking “I don’t know” to the question “Are the immunizations up-to-date?”. Make a case note to explain what was unclear and caused the case to be pended. The conversation continues and Arya states she does not believe in immunizations for her child. A copy of a medical or nonmedical exemption form is needed to continue to process the ERDC case. The worker gives the parent more information on the exemption process of immunizations and the documentation required.
15. ERDC Immunizations and COVID-19 vaccinations (cont.) ResourcesMore information can be found on immunization requirements in the ODHS OPEN manual (page 391). The website address to the Oregon Health Authority: https://www.oregon.gov/oha/PH/PREVENTIONWELLNESS/VACCINESIMMUNIZATION/Pages/index.aspx
16. Denying ERDC requires an interview An interview is required when determining eligibility for ERDC.The purpose of the interview is to gather information, resolve any unclear or incomplete information, and determine eligibility.
17. Denying ERDC requires an interview (cont.)If a family has reported any ineligibility reason the denial cannot be authorized without completing an interview first. Currently, the ONE system is denying when a family is ineligible for ERDC before an interview is completed. Effective 3/31/22, ONE will no longer deny and will pend the family for an interview.Reminder: Phone interviews are preferable to accommodate the caretaker’s employment. A face-to-face interview must be granted if it can be arranged around the caretaker’s work schedule and if the caretaker would prefer a face-to-face interview.Please refer to OPEN pages 105 & 106 for more details
18. ONE Guidance – Denial ExamplesExample 1 - Maya is a new applicant and requests ERDC. She has self attested that she earns more than the initial income limit for the ERDC program. Action: Staff should enter all information reported and run eligibility. Processing before 3/31/22: The ONE system will indicate when a family is ineligible. In this case, they are over income. Staff should NOT authorize the denial until an interview is completed. Staff should follow their office process to schedule an interview. Processing 3/31/22 or after: The ONE system will NOT indicate when a family is ineligible. ONE will send a client pend for an interview.
19. ONE Guidance – Denial Examples (cont.)Example 2 - Markus is recertifying for ERDC. He reports that he and his family live in Idaho. Action: Staff should enter all information reported and run eligibility. Processing before 3/31/22: The ONE system will indicate when a family is ineligible. In this case, they are not meeting residency requirements. Staff should NOT authorize the denial until an interview is completed. Staff should follow their office process to schedule an interview. Processing 3/31/22 or after: The ONE system will NOT indicate when a family is ineligible. ONE will send a client pend for an interview.
20. ONE Guidance – Denial Reminders (cont.)After an interview is completed and a family has reported information that causes a denial for ERDC, they will receive notice of the denial including the reason their request was denied. The family can contact ODHS to clarify if information was misreported or incorrectly entered. The family’s request can be reevaluated without a new application. The family will also receive hearing rights with their denial notice and can file a request for a hearing if they disagree with a decision. TIP: Remember to add case notes to provide detail of your decisions made outside the ONE system.
21. The ERDC program Poster has been revised. A small amount of both English and Spanish versions are being mailed in March or April of 2022 to all office that determine ERDC program Eligibility. The ERDC Poster can be located on the ODHS/OHA forms page and offices can request larger quantities as well as various languages through the ODHS publications department.ERDC Program Poster (DHS 7483)
22. ERDC Child Care Provider Guide Updated!The ERDC Child Care Provider Guide has been updated and can be located on the ODHS/OHA forms page. Please Note: The provider guide will not be automatically mailed to offices at this time. Guides can be ordered through the publications department if needed as well as accessed through the ODHS/OHA forms page. UPDATE: A mailing of the guides to offices conducting eligibility for ERDC was planned for February 2022 but due to upcoming changes the guides are not being printed at this time.
23. Quick Reference Guides (QRG’s) and Eligibility Transformation Operational Processes (ETOPS)QRG’s and ETOP’s are developed to help you with ONE processes and eligibility.The most current versions can be found on the OWL at: https://dhsoha.sharepoint.com/teams/Hub-DHS-ET/SitePages/ET-Operating-Procedures.aspx QRGs and ETOPS are created, updated and retired as needed. Remember as a best practice you should not save these documents as they could change.
24. Policy Questions and Answers
25. ContactsFor policy related questions, e-mail Child Care Policy with questions (and suggestions for future agenda topics!) at ChildCare.Policy@dhsoha.state.or.us.For payment related questions, call Direct Pay Unit at 1-800-699-9074 Monday through Friday 8:30am-4:30pm or e-mail at DPU.Childcare@dhsoha.state.or.us.DPU e-mail addresses for families and providers: Billing forms and listing forms: DPU.childcarebilling@dhsoha.state.or.usGeneral questions: Customerservice.DPU@dhsoha.state.or.us
26. Thank You – Have a Wonderful Day!